Facilities Assistant

Macro Group; Henley-on-Thames; On-site; GBP 22,000 - 30,000; Full time

Job description

Facilities Assistant Ref: VN234 Henley on Thames

About Us

At Macro, you get the best of both worlds: a well-established industry leader with global presence and a roster of blue-chip clients, and a people-centric business with a friendly and supportive culture. In other words, when you join Macro, you can seriously accelerate your career, all while having fun with colleagues invested in your success.

About the Role

In this role, you will provide a highly professional and efficient Client Reception and Facilities service.

Main Responsibilities

1. Assist the Facilities Manager with all administrative duties and manage FM24 helpdesk, including daily SLA's and weekly statistics.
2. Oversee vendor contracts, including monthly meeting minutes, audits and inspections.
3. Contribute to the provision of monthly KPI reports through PRISM.
4. Report incidents and accidents via Eco-online.
5. Create Purchase Orders via Proactis, receipt invoices, and troubleshoot late payments or issues.
6. Manage the Annual Project (AFE) budget spreadsheet, updating key information with PO numbers, final costs versus budget costs, including comments.
7. Ensure the maintenance and upkeep of the site operations file and central filing on Macro Sharepoint.
8. Proactively contribute to First Aid and Fire Safety requirements.
9. Complete weekly workplace inspections on all areas, maintaining HSE standards.
10. Adopt a proactive approach to all duties and requests, and be flexible enough to respond to ad hoc requests as they arise.
11. Provide suitable temporary cover to the Facilities Team and detailed hand-over during planned periods of annual leave.
12. Provide regular cover for Henley Front of House (FOH) team, including welcoming and registering visitors on AppSpace.
13. Booking meeting rooms via client room booking system.
14. Undertake switchboard rota, answering calls for the client and directing them to the appropriate recipient.
15. Support projects as required with administrative assistance.
16. Implement monthly data onto various platforms including Prism, Greenstone, Macro SharePoint, as required.
17. Provide a customer-focused service and foster positive client and colleague relationships.
18. Demonstrate attention to detail and ownership of the processes relating to areas of responsibility.
19. Continually support and promote team working within the Global Macro team and the supply chain partnerships.
20. Resolve any problems or complaints within the bounds of your knowledge and experience, while making appropriate decisions about when to escalate issues.
21. Be a good team player with flexibility.

About You

The ideal candidate should have:

1. Experience of working as a receptionist/administrator in a busy corporate environment. Facilities Management experience would be a distinct advantage.
2. Excellent communication skills and telephone manner.
3. Fluent in English Language, both written and spoken.
4. Receptionists must maintain a pristine appearance at all times.
5. Ability to work effectively in a team environment.
6. Able to manage time effectively and handle conflicting priorities.
7. Strong commitment to delivering exemplary customer service.
8. Able to problem solve and make appropriate decisions.
9. Computer literate and proficient in using standard word processing and spreadsheet software.
10. Ability to manage multiple tasks simultaneously in a demanding office environment.

Desired:

1. Previous experience of working in an outsourced contract environment.
2. Occupational First Aid Certification.
3. Fire Warden Certification.
4. Manual Handling Certification.
5. Workstation Assessor Qualification (DSE).
6. Member of BIFM (British Institute of Facilities Management).
7. Secondary school leaving qualifications/ College education.
8. Relevant professional qualifications or experience.

Diversity Statement

Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware.